The Embargo System

An embargo is simply a ban on showing records to researchers where the event is too recent or is otherwise sensitive. We have a system that can manage embargoes automatically and release records for searching at the proper time.

Say we have images for a burial register up to 2018, but the Record Office asks that they are not shown in search results until 50 years after the event. As coordinator, you can set up (establish) the 50-year rule for the whole register, the transcriber can transcribe and upload the complete register, but only those events that are at least 50 years old will be found in a search. Each year, the system will automatically release any records that are no longer subject to the embargo rule.

Embargo a Register and all its contents

An embargo applies to all the records in a Register. However, you can have a different rule for each specific record type, i.e. one rule for baptisms, another for marriages, and a third for burials.

There is one additional action that allows a single record to be embargoed on the authority of the Trustees (see Managing the embargo of a specific record, below.)

In summary, embargo rules are established for a Register, embargoes are applied to a Record. There are two types of embargo: one establishes a period of up to 125 years for the embargo; the other establishes a specific year when the embargo will end.

Create an embargo rule

You can create an embargo rule for a register using the ‘Create New Embargo Rule’ button on the Register display. The rules apply only to the records associated with that register type. Remember that a church can have multiple register types, e.g. PR, MI, BT, OT, EX, etc., and there can be different rules for different types.

You can create different rules for each record type, i.e. for baptisms, burials, and marriages. But there can be only one rule per record type, per register type.

Once a rule has been created the button (action) in the display will change from ‘Create New Embargo Rule’ to ‘Embargo Rules’. You can then create additional rules or make edits to existing Rules from the ‘Embargo Rules’ display.

Options for a first rule

You have the following options for creating a first rule:

First Rule Options — Fig. 3: Embargo Rule options for the first rule

There can be only one rule for a record type. You either embargo for a period of up to 125 years or until the start of a specific year. You must specify the entity (the who or the what) imposing the embargo and their reason.

Once a rule is created, all records for batches in the register will be reprocessed in the background overnight. You will receive an email with a detailed report once reprocessing is complete.

Any new or replacement file submitted after the creation of a rule will have its records checked for an embargo.

Some examples

Create the first rule for a register:

Create First Rule — Fig. 4: Create the first rule, in this case for burials

Add another rule for a different record type:

Add Second Rule — Fig. 5: Add a second rule, for marriages

Listing the rules

We now have a list of two rules for the register:

List Embargo Rules — Fig. 6: List the Embargo Rules for a register

You can edit the period or year, also the entity and the reason for a rule. You cannot destroy a rule, but you can make it ineffective by specifying either a period of 0 (zero) years or the current year.

Managing the embargo of a specific record

Senior members may, on the authority of the Trustees, embargo or remove the embargo of a specific record. This action has priority over the register rules and cannot be overwritten by a register rule.

If an individual asks for their own record to be removed we should embargo it without asking for further Trustee guidance. If the request is from a close relative, we should embargo it. But, if the connection is more distant we should get the request from the person named in the record or seek Trustee approval, via the Executive Director.

Setting up the embargo

Navigate to the edit screen of the specific entry that you wish to embargo. If you have the authority to do so, you will see a new action at the top of that screen:

Edit Record Embargo — Fig. 7: The ‘Edit Embargo’ button for a single record

Select ‘Edit Embargo’ and you will see the embargo options that are available:

Edit Record Embargo Options — Fig. 8: Options for the embargo of a single record

You can set the embargo to ‘true’ or ‘false’, add a reason why and the date from which the record can be retrieved:

Create Record Embargo — Fig. 9: Create an embargo for a single record

On submission you get a record display that has a new field (line) at the bottom, ‘History of embargo changes’:

Record Embargo History — Fig. 10: The embargo history of a record

Editing an embargo

You can edit the embargo again (and again) and each edit will add to the history. Never change an older embargo! Always create a new embargo, at the bottom.

Record Embargo New — Fig. 11: The new and old embargo fields

For example:

Edit Record Embargo Options New — Fig. 12: Adding a new embargo

And here we see the result (I had actually done it twice!):

Record Embargo History More — Fig. 13: The full embargo history of a record

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